What is the Best Time to Make a Business Call? A Complete Guide

Timing is crucial when making a business call since it affects both the likelihood of reaching the intended recipient and the effectiveness of the message.

When you call at the right time, you reach your recipient when they are ready to talk. However, your call may be ignored or rushed if it is made during busy hours, right before a break, or after work.

When you choose the best time to call, you are also respecting the other person's schedule. This makes sure that you ring them at their convenient time.

Time zone differences, workday patterns, industry-specific activity periods, and whether the audience is businesses or consumers all influence the best time to contact someone. Considering these factors helps ensure calls are made when recipients are most likely to be available and attentive.

Time Zone Differences are a key consideration, especially for international calls, as calling during working hours in one region may be after hours in another. The time you find convenient for you might be too early or too late for someone in another region.

People generally have set routines. Individuals find themselves more focused and organized early in the workday, while later in the day, they may be more flexible and open to conversations. 

Lunch breaks can also affect availability. People are less likely to pay attention during lunch breaks, so it is good to avoid business talk during those times.

Different industries have varying busy hours. For example, late mornings or early afternoons may be the busiest in retail and customer service, while corporate sectors may have more open schedules in the late afternoon.

In B2B (business-to-business) calls, professionals may prefer to make calls during work hours, generally between 9:00 a.m. and 5:00 p.m., whereas in B2C calls, the effectiveness of calls may depend on the availability of customers.

The best days to make business calls are Tuesday through Thursday, when people are most settled into their workweek and more open to productive conversations. In contrast, Mondays, Fridays, weekends, and after-hours are generally less effective due to busy schedules, end-of-week wrap-ups, or personal time.

Midweek, specifically Tuesday to Thursday, is the best time for business calls. By this point, people plan their workweek and are more focused and productive. They mostly clear their Monday backlog and are not yet preparing for the weekend, so they are more open to taking calls and engaging in meaningful discussions. This is also why midweek is often considered the best time to make a cold call.

While weekends and after-hours are generally not the best times for business calls, there are certain exceptions. Weekend calls may be necessary or even expected for businesses, such as retail or customer service.

Calling after standard business hours can also work if you're reaching decision-makers who are often busy during the day. However, some people find calls on weekends and after-hours unprofessional.

The best time to make business calls is early in the morning, between 9:00 AM and 11:00 AM, when people are most focused and energized. Midday and late afternoon can also be effective for follow-ups or lighter discussions, as long as you avoid lunch hours and the very end of the workday.

Early morning is the most productive time for many people, especially decision-makers. During these hours, people are generally fresh-focused and have higher energy levels after starting their day. So, calling between 9:00 am and 11:00 am can increase the chances of holding more engaged and thoughtful conversations, making it a great time for discussing important business matters.

Midday is a great time for making quick follow-up calls or having lighter conversations. By this time, most people have settled into their workflow, and while they might be getting ready for lunch, this period is still suitable for brief discussions. However, be mindful of lunch breaks, as calling too close to lunchtime can lead to rushed or distracted conversations.

Late afternoon can also be a good time for more relaxed and open business talks. This time is great for follow-ups, negotiations, or end-of-day status updates. However, avoid calling too late in the afternoon, as some people may be preparing to leave the office or are mentally checking out for the day.

Common mistakes in business calls include reaching out at inconvenient times, being unprepared, communicating unclearly, and failing to listen actively. Additionally, neglecting to follow up after the call can weaken professional relationships and lead to missed opportunities.

Calling at inconvenient times, such as early mornings, late nights, or during busy periods, can lead to rushed or unproductive conversations. It may also disrespect the recipient’s schedule, making it harder to engage them in a meaningful discussion.

People find it a waste of time to engage in unprepared business calls. Without a clear purpose or understanding of the conversation, the call may drift off-topic, leading to missed opportunities or poor communication.

Overloading the recipient with too much information or speaking without a clear focus can make it difficult for them to follow the conversation. It can cause them to lose interest or misunderstand your main points.

Failing to actively listen during a call can lead to misunderstandings or missed opportunities. It may also make the other person feel undervalued or ignored, damaging the professional relationship.

Not following up after a business call can leave the other party feeling disregarded. It also signals a lack of professionalism and can cause missed opportunities, as important points discussed on the call may be forgotten.

Making a business call at the right time significantly increases your chances of success. Consider important factors such as time zones, workday schedules, and industry practices to make more effective and well-timed calls. It helps ensure that your conversations are productive and lead to positive outcomes.

To help you apply these timing strategies more effectively, Calilio, a cloud-based business phone system, offers the tools you need. When you enter a number, Calilio automatically displays the recipient’s local time, making it easier to choose the best moment to reach them.